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Office Assistant, Director’s Office
NYFA
New York, NY, United States
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Description
The Studio Museum in Harlem is the nexus for artists of African descent locally, nationally and internationally and for work that has been inspired and influenced by black culture. It is a site for the dynamic exchange of ideas about art and society.
Working closely with the Chief of Staff and Executive Coordinator to the Director, the Office Assistant, Director’s Office, will assist in the daily coordination and execution of clerical tasks in the Director’s Office. The Office Assistant, Director’s Office will be responsible for handling incoming phone calls and other communications, scheduling meetings with both internal and external clients, coordinating travel, greeting visitors, as well as managing files, updating paperwork and other documents, and performing other general office clerk duties as required. This position will also require research and writing related to the Museum’s mission and program.
The position requires a candidate equipped to manage multiple projects simultaneously; work on projects both independently and under supervision with attention to detail; and the ability to write clearly and persuasively.
A strong background in writing, preferably related to artists of African descent, is necessary.
The candidate must be comfortable working in a collaborative and culturally diverse setting and possess the openness, flexibility and diplomacy required to work with every department across the Museum. Exceptional speaking, writing and research abilities are required.
RESPONSIBILITIES:
- Handling incoming calls and other communications as needed
- Managing department files
- Preparation of presentation materials for the Director and Chief Curator
- Greeting clients and visitors as needed
- Updating paperwork, maintaining documents and word processing
- Creating, maintaining, and entering information into databases
- Manage and facilitate phone, email and mail communication as directed by the Chief of Staff and Executive Coordinator to the Director
- Assist in the coordination of extensive travel and outside activities
- Assist in the coordination of meetings and communications
- Maintain meticulous paper and electronic files
- Work closely with and assist in the supervision of departmental interns
- Work collaboratively across multiple departments, including the Director’s Office, the Registrar, Communications, Community Engagement and Public Programs, Education, Development, Finance and Human Resources, and Information Technology
- Other duties as assigned
QUALIFICATIONS:
- Bachelor's degree
- At least 2 years of administrative experience
- Excellent written and verbal communication skills
- Excellent organizational and analytical skills; experience with administrative and clerical duties
- Excellent computer skills, particularly MS platforms, including Word, Outlook and Excel, Raiser’s Edge experience a plus
- Strong interpersonal skills, ability to work well with others
- Familiarity with New York art and culture communities; research background related to artists of African descent.